Administrative Associate

Under the overall guidance of the DCD Operations, and direct supervision of the Operations Specialist, the Administrative Associate provides administrative and logistical services ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach in the Unit.

The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

The Admin Associate supervises General Service Staff  

Summary of Key Functions:

1. Implementation of operational strategies
2. Effective and efficient provision of administrative support services
3. Implementation of sourcing strategy
4. Support to proper supply and assets management
5. Managing common services including common premises
6. Effective administrative and financial control
7. Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of logistical activities with UN/UNDP rules, regulations, policies and strategies.
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs). 
• Preparation of administrative team results-oriented workplans.
• Elaboration of proposals and implementation of the cost-saving and reduction strategies in consultations with office management
• Provide logistical support to the Operations Supervisors’ meetings as well as other operational meetings as per new procedures and practices;

Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, Update the UN Directory biannually; etc
• Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Submission of information on administrative services provided for cost-recovery bills

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Support the Implementation of the procurement processes internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems
• Prepare Purchase Orders against Administrative, Common Services and for other UN Agencies;
• Preparation of Administrative Contracts in consultation with the Procurement Specialist and DCD/Operations;
• Maintain Corporate catalogues and update the local rosters of approved suppliers for provision of services and utilities related to electricity, water, sanitary etc.
• Obtain quotations and bids, review and clear for submission to the DCD/O
• Ensure goods are received in good condition, 
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies
• Maintenance and repair of office equipment;

Ensures proper common services focusing on achievement of the following results:

• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
• Timely conduct of housing and conference facilities surveys, when necessary.

Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper inventory control; supervision of proper issuance of inventory items and supplies.
• Review of travel authorizations, documentation, and certify payments
• Assistance in the preparation of budget, audit and other reports.
• Provision of researched information, reports for audit exercises

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on logistical and operations matters
• Sound contributions to knowledge networks and communities of practice

Key Results:

The key results have an impact on the execution of the CO logistical and operational management in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of logistical and administrative services.

Functional Competencies:            

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new & better approaches to work processes & incorporates same in own work
• Strives to keep knowledge up-to-date through self-directed study & other learning means
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Education: 

Secondary Education with specialized training in Business Administration. University Degree in Business or Public Administration would be desirable, but is not a key requirement.

Experience: 

7 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:

Fluency in English and the local language at the duty station.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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